1. Presenting a Webex session
introduction
troubleshooting
Charlotte Boulnois
Library Services Manager

2. Benefits of Webex
connect to people across the Health Board and beyond, without anyone having to travel
all anyone needs is a computer or tablet with an internet connection and a telephone
use it from any location with internet access – not just work
calls are free to participants
there is a Webex app for people using smartphones and tablets – though this restricts screen sharing

3. Benefits of Webex
once you know how to set a Webex up and deliver it – it’s very easy
participants can see what you have on your computer screen at that moment (they don’t have access to your files etc)
you can transfer presentation duties to someone else at the meeting
participants can ask questions while you’re doing your presentation – just like face to face

4. Getting started
you will get a BT “Meet me” account – contact Telecoms - if you select Application Forms on the right hand side the top one is Webex.
this will include your account name (usually initial & surname), a chairperson code and an attendee code.
each meeting you set up will have its own unique link so you can share it with attendees. This will be covered in the following slides.

5. Manage your meetings
Go to and login to your account

6. You are greeted when you login and can start a meeting straight away via your “Personal Room”

7. Towards the top right hand side you’ll see two icons one to invite others to your meeting and the other to access your WebEx menus
Invite other people
Access the WebEx menus
Goto “WebEx Site Menus” to schedule a meeting in advance

8. 2. Setting up a future Webex using Healthsector Webex: https://healthsector.webex.com/
. To set up a meeting click make sure that you are seeing the Meeting Centre View on ‘Schedule a Meeting’ in the left hand margin.

9. In the form you can give your meeting a name and put in the date/time that you want to meet. You can out invites directly from here or “send a copy of the invitation to me” and then it to the participants from your own account.

10. You don’t need to set up a password
You don’t need to set up a password. However, be careful as the date set up is the US version with month, then day, then year. Also make sure you put in am or pm as appropriate. Then click on “Schedule meeting”.
It will confirm the meeting and send you an with the host’s details. If you put a tick in the “Send copy of the invitation to me” box you’ll also get a copy of the invite to out to your participants.

11. Once you’ve set up a meeting you will get ed with the details and an insert that automatically place the meeting into your Outlook calendar. Fifteen minutes before the meeting the system will also you to remind you that you are hosting a Webex – this includes all the details and the link:

12. If you asked the system to send you an invite to send out to participants that will also be ed to you. It will also put the meeting into their Outlook calendar

13. Starting a Webex from the healthsector webex website
When it’s time to start your meeting, go to the website and login, click ‘My WebEx’ and then “My Meetings”, click on the title of the one you want, then click “Start”. Or you can click the link in the host’s WebEx invite .

14. If you are hosting on a different computer than usual, or if you are an attendee, you may see this message asking you to install software. All you need to do is click “Run a temporary application” and when it asks you to sign in just click “Cancel” or “No”. Then Webex will start running as usual.
If you are going to have regular WebEx’s from the same PC it may be worth asking IT to put in the “WebEx patch” to stop this happening every time

15. Once the meeting has opened, you will see a list of participants with the host identified. From the “Connect to audio” box you can ask the system to call you, or you can call into the WebEx yourself.

16. All numbers are free phone ones – just remember to put the initial 0 in – so the call in number should be When you call in (or are called back by the system) enter the Host access code when asked and state your name

17. Once all your participants have arrived just click on “Share screen” and everyone will see whatever is on your computer screen. You can tell how has arrived by the “Participants” box which is on the right hand side of the screen which will list them in the order they log onto the WebEx.

18. At the top of the screen that you’re sharing there will be a drop-down tab which shows the main controls.

19. The drop down menu lets you control the WebEx
Pause allows you to freeze what the participants see whilst you change the screen
This allows you to allow someone else to share their screen and take over the meeting
Sets up the chat box so that participants can ask questions when muted
This lists the participants in the order they log onto the meeting
This stops the participants seeing your screen
If you have the right software on your computer you can record WebEx meetings

20. The Chat box is where messages and questions can be passed without interrupting the presentation. The chat box is particularly useful when all the participants have been muted. It also gives you a record of all the questions and answers typed during the Webex.

21. To see the main controls pause sharing and the main screen will be displayed. At the top of this screen the drop down menus will give you other options – such as leaving/closing the meeting at the end of the session.

22. These menus also control what can happen once you’re in the Webex – such as muting everyone’s phone. This is useful if there is a lot of background noise or if you’re recording the session.

23. You can also record your Webex – however always do a test first to see if it works as you will need additional software put on your PC by IT. Limit the number of attendees to approx. 20, and ensure that you use ‘Mute All’ to cut down on background noise.

24. To go back to the meeting go to “Share” and then “My Screen” and you will be returned to sharing your screen with the participants

25. To end a meeting – click on stop sharing and then click on End meeting

26. The system will then ask you to confirm that you want to end the meeting

27. Other things you can do/see from the Website To view all the Webexes you have coming up, you can go to “My Webex” then select “My meetings”. You can display them in daily, weekly or monthly formats, or you can view all meetings.

28. If you cancel a meeting, you will receive an email to confirm:

29. In “My Profile” you can see and make changes to your profile – such as changing the address that your invites go to.

30. Finally – some tips
Attendees who have not been on a Webex before may need some encouragement. Offer to run ‘test’ Webexes
If you are new to hosting, do some trial runs and get feedback.
Change the settings to suit your group (e.g. silencing arrival announcements at the start, or if people drop off the call)
Host from a quiet location – try to avoid background noise which would be audible for much of the meeting
Be aware of what you share – close down sensitive files or s before you share your screen
If you can, try using a second screen or an extended desktop to manage s/chat in the background
It can be hard to keep people’s interest across a Webex so keep it short and to the point, and make use of the interactive features
Create some rules (etiquette) for your group to ensure smooth running

31. Example: Webex etiquette
Arrive early – arriving late will disrupt the meeting and will push back the timings
If you haven’t been to a Webex before request a test Webex from the host
Background noise can disrupt, so ask your attendees to mute themselves when not speaking (*6). Remember to unmute to speak. The host can also mute individuals or mute all. Create slots in the agenda for people to speak
Ask people to say their name before they speak

32. Some problems that have been encountered previously
Those participating in the WebEx not having the confidence in their own technical skills
Hosts not having confidence in their own skills – practice, practice, practice
Participants finding a computer and a quiet space to attend the WebEx
Low numbers turning up for the WebEx – the library can help record a WebEx which can then be placed on StaffNet to be accessed at anytime

33. Thanks Thanks for your time.
If you would like further guidance, or more How to….. Guides then please contact us at